Administrative Support

Onsite Wellness Group LLC•Cumberland Furnace, TN

3d•Onsite

About The Position

The Administrative Support role is the welcoming front line of our office, responsible for routing calls, supporting our Admissions team, and keeping daily operations running smoothly across Admissions, Business Development, and Operations. This role is crucial for providing a warm, calm, and caring first impression to clients who may be nervous, hurting, or seeking help. The individual in this position will understand that a kind tone, a steady presence, and attention to detail can positively impact a client's journey.

Requirements

A pleasant, professional phone voice and genuine comfort being the first point of contact for clients and guests
Prior experience in a receptionist, front office, or administrative support role (about a year is helpful, but not a hard requirement)
Strong organizational skills and the ability to prioritize multiple tasks and incoming requests without losing the thread
Confidence with everyday office technology including email, word processing, spreadsheets, and database entry
Strong written and verbal communication skills and clear attention to detail
The ability to self-direct, work under pressure, and meet deadlines in a fast-paced environment
Flexibility to occasionally work evenings or weekends as needed
A high school education is required

Nice To Haves

Some college coursework is a plus
Understands that this work matters, can hold a calm and caring tone when callers are at their most vulnerable, and genuinely wants to be part of a team that helps people heal.

Responsibilities

Greet every caller and guest with a warm, professional, welcoming tone; answer calls within two rings and route them thoughtfully to the right person
Manage the full registration paperwork process: uploading documents into the database, sending receipt confirmations, cross-checking referrals, and following up on outstanding paperwork and payments
Support the Admissions team with database maintenance, registration coordination, and the referral-out process, including matching clients with appropriate therapist recommendations
Handle daily mail flow, post office runs, and outgoing communications including inner child letters, brochures, and department mailings
Keep the front office environment calm, clean, and ready for guests, including stocked water and refreshed sign-in materials
Provide administrative support across departments: scheduling meetings, arranging conference calls, preparing correspondence, conducting research, and triaging incoming requests
Partner with all departments to maintain timely, attentive responses to client needs
Support CARF accreditation efforts and uphold HIPAA, confidentiality, and compliance standards in every client interaction
Live out our ANCHOR values and help protect the culture and emotional safety of our space